1. 11 May 2005 JACoW Database Meeting SPMS Database Meeting 11 May 2005

2. 11 May 2005JACoW Database Meeting Agenda  Introduction - Since TM’04  JACoW and SPMS: Modus Operandi (Christine Petit-Jean- Genaz  What’s New in the SPMS: Scientific Programme Module (Matt Arena)  SPMS Development: Registration Module (Matt Arena, Charlie Horak, Christine Petit-Jean-Genaz)  SPMS Experience at PAC’05 (Charlie Horak)  SPMS Users Manual (Christine Petit-Jean-Genaz)  Issues (Round Table)  Requests for Enhancements  Summing up, Decisions and Actions  Introduction - Since TM’04  JACoW and SPMS: Modus Operandi (Christine Petit-Jean- Genaz  What’s New in the SPMS: Scientific Programme Module (Matt Arena)  SPMS Development: Registration Module (Matt Arena, Charlie Horak, Christine Petit-Jean-Genaz)  SPMS Experience at PAC’05 (Charlie Horak)  SPMS Users Manual (Christine Petit-Jean-Genaz)  Issues (Round Table)  Requests for Enhancements  Summing up, Decisions and Actions

3. 11 May 2005JACoW Database Meeting JACoW Meetings –JACoW Team Meeting, 7-9 November 2004 at SNS –JACoW SPMS Database Meeting (Registration Module), February 2005 at SNS –JACoW SPMS Database Meeting, 11 May 2005 Coming –Steering Committee, 19 May 2005 –Registration Development for EPAC’06 (September 2005) –Team Meeting, Europe (?) November 2005 –JACoW Team Meeting, 7-9 November 2004 at SNS –JACoW SPMS Database Meeting (Registration Module), February 2005 at SNS –JACoW SPMS Database Meeting, 11 May 2005 Coming –Steering Committee, 19 May 2005 –Registration Development for EPAC’06 (September 2005) –Team Meeting, Europe (?) November 2005

4. 11 May 2005JACoW Database Meeting  JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC  Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series  10,000 hits per year on JACoW Home page  15,000 papers per month (200,000 papers per year)  PAC Scanning Project completed  EPAC Scanning Project initiated  CYCLOTRONS & LINAC Scanning under discussion…  SPMS used by EPAC’04 and PAC’05 (in full synchronization mode), LINAC, CYCLOTRONS, FEL, BIW, DIPAC…  Repository Profiles increased from 3500 to 7700 and >3500 accounts  Pitstop software purchased by EPAC  Acrobat software to be purchased by PAC ….  JACoW Collaboration increased from 7 to 10 conference series: APAC, CYCLOTRONS, DIPAC, EPAC, FEL, ICALEPCS, ICAP, LINAC, PAC, RuPAC  Sets of Proceedings published on JACoW increased from 30 to 38, for 8 conference series  10,000 hits per year on JACoW Home page  15,000 papers per month (200,000 papers per year)  PAC Scanning Project completed  EPAC Scanning Project initiated  CYCLOTRONS & LINAC Scanning under discussion…  SPMS used by EPAC’04 and PAC’05 (in full synchronization mode), LINAC, CYCLOTRONS, FEL, BIW, DIPAC…  Repository Profiles increased from 3500 to 7700 and >3500 accounts  Pitstop software purchased by EPAC  Acrobat software to be purchased by PAC ….

5. 11 May 2005 JACoW Database Meeting Since Team Meeting  Numerous enhancements to SPMS –Development of Registration Module  In production for PAC’05 –Re-classification of abstracts –Selection of contributed oral presentations –Refereeing –Customized Scheduler (bravo!) –Scripts to pull proceedings together (another bravo!)  Numerous enhancements to SPMS –Development of Registration Module  In production for PAC’05 –Re-classification of abstracts –Selection of contributed oral presentations –Refereeing –Customized Scheduler (bravo!) –Scripts to pull proceedings together (another bravo!)

6. 11 May 2005JACoW Database Meeting

7. 11 May 2005JACoW Database Meeting

8. 11 May 2005JACoW Database Meeting JACoW Collaboration, SPMS & Repository: Modus Operandi JACoW Collaboration, its aims, and whether they are being met SPMS Database Development SPMS Repository Data, what it is, and how to protect it JACoW Collaboration, its aims, and whether they are being met SPMS Database Development SPMS Repository Data, what it is, and how to protect it

9. 11 May 2005JACoW Database Meeting 1. JACoW Collaboration The Knoxville 2004 Team Meeting concluded: -Essentially, the Terms of Reference and Boundary Conditions are met by the members of the Collaboration, however with difficulty concerning the requirement to send at least the technical people to -Steering Committee Meetings, and to -Team Meetings. The Knoxville 2004 Team Meeting concluded: -Essentially, the Terms of Reference and Boundary Conditions are met by the members of the Collaboration, however with difficulty concerning the requirement to send at least the technical people to -Steering Committee Meetings, and to -Team Meetings.

10. 11 May 2005JACoW Database Meeting Why is it important? The reasons for these requirements are: -to promote the education of editors -in electronic publication techniques (through hands-on experience in the PAC and EPAC Editorial Offices and at the technical Team Meetings) -in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site -to ensure continuity of knowledge and experience -to share the overall burden among the whole Collaboration -SPMS Database Development …. The reasons for these requirements are: -to promote the education of editors -in electronic publication techniques (through hands-on experience in the PAC and EPAC Editorial Offices and at the technical Team Meetings) -in JACoW publication requirements to ensure smooth and efficient publication on the JACoW site -to ensure continuity of knowledge and experience -to share the overall burden among the whole Collaboration -SPMS Database Development ….

11. 11 May 2005JACoW Database Meeting Why the poor attendance?  In both cases: –lack of “team spirit” –lack of continuity, and hence sense of responsibility, in most conference series’ –reluctance to continue supporting an Editor once a conference is over –financial  depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and  individual laboratories in the case of Team Meetings  exceptions: CERN, DESY, INFN-LNF, KEK …)  In both cases: –lack of “team spirit” –lack of continuity, and hence sense of responsibility, in most conference series’ –reluctance to continue supporting an Editor once a conference is over –financial  depends on the capacity of PAC and EPAC to support editors through conference budgets for Steering Committee meetings, and  individual laboratories in the case of Team Meetings  exceptions: CERN, DESY, INFN-LNF, KEK …)

12. 11 May 2005JACoW Database Meeting Remedial Action  Increase awareness by Collaborating Series’ –Demonstrate the advantages –Evaluate the cost and “value for money” –Include a JACoW Activities line in conference budgets –Extend sharing of burden of Editor education to other conference series (Linac, Cyclotrons, ICALEPCS, etc.) –Modify Boundary conditions to take this into consideration  Increase awareness by Collaborating Series’ –Demonstrate the advantages –Evaluate the cost and “value for money” –Include a JACoW Activities line in conference budgets –Extend sharing of burden of Editor education to other conference series (Linac, Cyclotrons, ICALEPCS, etc.) –Modify Boundary conditions to take this into consideration

13. 11 May 2005JACoW Database Meeting 2. SPMS Database Development  JACoW “official” Version of SPMS (code at CERN) –Decisions on what is included in “official” version, taking into account the interest of the JACoW Collaboration, to be taken at JACoW TMs (or by Chairman), implemented by Matt (patches, etc.) –Matt to liaise with JACoW Chairman regarding new requests for enhancements –System to announce/describe “patches” etc. required, in particular with respect to production/maintenance of Users Manual  Individual Conferences (code at conference site)… –Individual conferences can develop as they please …  JACoW “official” Version of SPMS (code at CERN) –Decisions on what is included in “official” version, taking into account the interest of the JACoW Collaboration, to be taken at JACoW TMs (or by Chairman), implemented by Matt (patches, etc.) –Matt to liaise with JACoW Chairman regarding new requests for enhancements –System to announce/describe “patches” etc. required, in particular with respect to production/maintenance of Users Manual  Individual Conferences (code at conference site)… –Individual conferences can develop as they please …

14. 11 May 2005JACoW Database Meeting 3. SPMS Repository Data The Repositories are delivered with the SPMS to JACoW Collaboration conferences Compiled initially by ECC from PAC & EPAC previous conferences  Individual Profiles: name, membership of EPS, APS, IEEE, National Physical Society, Preference for Mailing Lists, Citizenship Information, plus a link to:  Affiliations: laboratories, universities, research centres, etc. The Repositories are delivered with the SPMS to JACoW Collaboration conferences Compiled initially by ECC from PAC & EPAC previous conferences  Individual Profiles: name, membership of EPS, APS, IEEE, National Physical Society, Preference for Mailing Lists, Citizenship Information, plus a link to:  Affiliations: laboratories, universities, research centres, etc.

15. 11 May 2005JACoW Database Meeting –EPAC’04 running in:  3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)  600 affiliations increased to 800 –PAC’05:  Increased to 7700 profiles (3500 accounts)  1500 Affiliations –EPAC’04 running in:  3500 profiles (no accounts) increased to 5500 profiles (1500 accounts)  600 affiliations increased to 800 –PAC’05:  Increased to 7700 profiles (3500 accounts)  1500 Affiliations

16. 11 May 2005JACoW Database Meeting  The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration  A privacy statement at the JACoW site (not only legal aspects but also to protect individuals) mentions that: This data will, under no circumstances, –Be used for any other purpose than in relation to the organization of a conference participating in the JACoW Collaboration –Be provided to any external body for any commercial purposes whatsoever.  The Repositories are provided with the SPMS to conferences, members of the JACoW Collaboration  A privacy statement at the JACoW site (not only legal aspects but also to protect individuals) mentions that: This data will, under no circumstances, –Be used for any other purpose than in relation to the organization of a conference participating in the JACoW Collaboration –Be provided to any external body for any commercial purposes whatsoever.

17. 11 May 2005JACoW Database Meeting Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:  the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no auxiliary announcements to the whole repository or non-contributing individuals);  it will be destroyed following the publication of the conference proceedings. Following the 2004 TM discussion a written guarantee is now required of all Programme Chairmen of JACoW Collaboration Conferences who undertake that:  the data will under no circumstances be used for any other purpose than in connection with the organization of the conference in question (i.e. no auxiliary announcements to the whole repository or non-contributing individuals);  it will be destroyed following the publication of the conference proceedings.

18. 11 May 2005JACoW Database Meeting Security  Confidentiality/Security –Accounts/passwords protect access to individual profiles –Conference Administrators have access to all Accounts (?) - including those of the JACoW Administrators … –New level of security required …  Confidentiality/Security –Accounts/passwords protect access to individual profiles –Conference Administrators have access to all Accounts (?) - including those of the JACoW Administrators … –New level of security required …

19. 11 May 2005JACoW Database Meeting News from EPAC’s SPC  Agrees to proposals pertaining to the Protection of the SPMS Repository Data  Sympathetic to JACoW’s lack of “legal” existence and hence “income”, for example to purchase the JACoW domain name …  Will purchase Pitstop for the use of JACoW Collaboration conferences  Proposes that PAC purchase Acrobat (requested)  Software may possibly be “rented” to other conferences to demonstrate that there is a cost … and to finance the JACoW domain name, and upgrades..  Agrees to proposals pertaining to the Protection of the SPMS Repository Data  Sympathetic to JACoW’s lack of “legal” existence and hence “income”, for example to purchase the JACoW domain name …  Will purchase Pitstop for the use of JACoW Collaboration conferences  Proposes that PAC purchase Acrobat (requested)  Software may possibly be “rented” to other conferences to demonstrate that there is a cost … and to finance the JACoW domain name, and upgrades..

20. 11 May 2005JACoW Database Meeting  EPAC SPC –supports JACoW initiative to improve Editorial representation at SCs and TMs and proposal to enter a JACoW Budget Line in Conference budgets and advises JACoW SC to:  Demonstrate tangible advantages –publication on JACoW –templates, guidelines for authors –hands-on editor education and support –SPMS and repository data –mailing lists, e-mail utility –provision of software  Quantify the cost –attendance of editors at JACoW SC and TMs –share editor education responsibility –compare cost with publication in other Journals …  EPAC SPC –supports JACoW initiative to improve Editorial representation at SCs and TMs and proposal to enter a JACoW Budget Line in Conference budgets and advises JACoW SC to:  Demonstrate tangible advantages –publication on JACoW –templates, guidelines for authors –hands-on editor education and support –SPMS and repository data –mailing lists, e-mail utility –provision of software  Quantify the cost –attendance of editors at JACoW SC and TMs –share editor education responsibility –compare cost with publication in other Journals …

21. 11 May 2005JACoW Database Meeting Conclusion Presentation to Steering Committee on 19 May followed by Proposal to Programme Chairs of all conferences Presentation to Steering Committee on 19 May followed by Proposal to Programme Chairs of all conferences